Job Overview
We are seeking a dynamic and organized Receptionist/Administrative Assistant to join our team! This vital role combines front desk responsibilities with administrative support, ensuring smooth daily operations and exceptional customer service. The ideal candidate will be energetic, detail-oriented, and possess strong communication skills to create a welcoming environment for clients, visitors, and team members alike. Your proactive approach will help streamline office functions, manage schedules, and support various administrative tasks with efficiency and professionalism. The Office Assistant is responsible for answering phone calls, assisting with creating sales orders and billing invoices, and processing DMV registrations. This individual plays a key role in ensuring customer support, assisting with billing activities, and maintaining smooth office operations. The Office Assistant sets an example of professionalism, efficiency, and adhere to company policies and procedures.
Responsibilities
- Greet visitors and clients warmly, providing excellent customer service while managing front desk operations.
- Answer multi-line phone systems promptly and professionally, directing calls accurately and taking detailed messages when necessary.
- Manage calendar appointments, schedule meetings, and coordinate office events to optimize productivity.
- Perform data entry and maintain organized filing systems, ensuring all records are accurate and easily accessible.
- Utilize Microsoft Office Suite—including Word, Excel, and Outlook—to prepare documents, spreadsheets, and correspondence.
- Handle office management tasks such as ordering supplies, maintaining equipment, and overseeing general administrative functions.
- Assist with billing processes using QuickBooks or similar accounting software when needed.
- Support client communication efforts through email correspondence, proofreading documents, and managing client files.
- Maintain a professional appearance of the front desk area to foster a welcoming atmosphere for visitors.
- Provide additional clerical support including photocopying, faxing, mailing, and organizing files as required.
Experience
- Prior experience in an office environment or administrative role is preferred; familiarity with office management practices is highly valued.
- Proven proficiency with Microsoft Office productivity software (Word, Excel, Outlook) along with strong typing skills.
- Experience handling multi-line phone systems and providing exceptional phone etiquette is essential.
- Bilingual abilities are a plus to effectively communicate with diverse clients and team members.
- Demonstrated organizational skills with the ability to manage multiple tasks efficiently while maintaining attention to detail.
- Knowledge of QuickBooks or similar financial software is advantageous for supporting billing activities.
- Previous experience in customer service or front desk roles enhances your ability to create positive interactions with visitors and clients.
- Strong computer literacy combined with technical proficiency ensures smooth handling of data entry, spreadsheets, and document proofreading.
- Work with different departments in creating sales orders and converting invoice
- Prepare reports and spreadsheets and provide direct administrative support to management
- Submit all legal documents to the DMV filing when necessary
- Perform basic administration, manage office supplies, and other duties assigned
Join us in creating a vibrant workplace where your organizational talents and friendly demeanor make a real difference! This paid position offers an exciting opportunity to develop your administrative skills while supporting a professional team dedicated to excellence in service delivery.
Pay: $19.00 - $26.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
